Assistant Administration Manager

The Shrewsbury and Telford Hospital NHS Trust

This job is now closed

Job summary

The post holder ensures the provision of a professional and confidential administrative and secretarial service for the Administration Manager, supervising other division administrative staff on a day to day basis.

The post holder will work with administrative colleagues within the division, as well as corporately with all Trust employees, to assist the Administration Manager in delivering the Trust's overall strategic objectives.

The post holder works autonomously within defined policies and procedures, although advice is readily available.

*Please note interviews will be held w/c 18th March*

Main duties of the job

Acts as a first point of contact for the Administration Manager, dealing with staff of all levels inside and outside the Trust.
Diary management on behalf of the Administration Manager, including resolution of conflicting diary appointments.
Prioritisation and delegation of incoming mail and telephone calls.
Organisation of meetings, conferences, presentations, workshops and training events, including arranging external speakers, booking venues and all associated administration.
Organisation of patient, carer or public meetings on behalf of the Administration Manager.
Provision of suitable travel and accommodation arrangements for the Administration Manager and other staff on an ad hoc basis.
Minute taking and transcription of formal meetings on behalf of the Administration Manager.
Preparation, typing and distribution of correspondence, reports and ad hoc papers to support the work of the Administration Manager and division.
Coordination of complaints administration on behalf of the Administration Manager.
Implementation of relevant office policies and procedures, suggesting changes as appropriate.
Management of office systems, including a Bring Forward system for meeting papers and pending items.
Responsibility for maintaining storage and retrieval systems (paper or electronic) on behalf of the Administration Manager or for other division requirements

About us

As an organisation we strive to provide high quality, safe care for our patients in an environment which our staff are proud to work in. We believe that by adhering to our Vision ("To provide excellent care for the communities we serve") and working with our Trust Values in mind (Partnering, Ambitious, Caring, Trusted) we can achieve the right results for the people that matter most - our patients and their families.

Date posted

18 April 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum

Contract

Permanent

Working pattern

Part-time

Reference number

223-AAM-171-A

Job locations

The Princess Royal Hospital

Apley Castle

Telford

TF1 6TF

Job description

Job responsibilities

For further information about this job role please see full job description and person specification.

Job description

Job responsibilities

For further information about this job role please see full job description and person specification.

Person Specification

Previous Employment

Essential

Proven ability to provide a secretarial and administrative service on behalf of a manager.
Experience of team/workforce supervision.
Evidence of budget monitoring.

Desirable

Ability to deal with routine but potentially sensitive matters with diplomacy
Ability to supervise staff to deliver objectives and targets
Ability to analyse occasionally complex information
Evidence of ability to make decisions

Qualifications

Essential

BTEC or equivalent qualification or experience

Skills

Essential

Knowledge of administrative and organisational policies and procedures
Evidence of standard keyboard skills
Evidence of standard level use of IT packages such as Microsoft Office suite of products.
Ability to use relevant bespoke health or Trust IT products such as e-Rostering software or ESR

Person Specification

Previous Employment

Essential

Proven ability to provide a secretarial and administrative service on behalf of a manager.
Experience of team/workforce supervision.
Evidence of budget monitoring.

Desirable

Ability to deal with routine but potentially sensitive matters with diplomacy
Ability to supervise staff to deliver objectives and targets
Ability to analyse occasionally complex information
Evidence of ability to make decisions

Qualifications

Essential

BTEC or equivalent qualification or experience

Skills

Essential

Knowledge of administrative and organisational policies and procedures
Evidence of standard keyboard skills
Evidence of standard level use of IT packages such as Microsoft Office suite of products.
Ability to use relevant bespoke health or Trust IT products such as e-Rostering software or ESR

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information